I would like to begin this blog with a very current phenomenon – tendering to keep the contract.
We work with many businesses from law firms with established tender teams to small print operations that we help to win framework agreements. This has been to date about winning new business in order for those organisations to grow, and become more profitable, but we have noticed a shift in demand over recent months. What is becoming more and more common is the situation where companies being asked to tender to provide a service that they have been delivering for years.
It can be quite daunting to find that in order to keep a contract that you have been delivering with first class service for years; you need to complete a 30 page PQQ before a 90 page ITT.
- PQQ – Prequalification Questionnaire
- ITT – Invitation to tender
When the focus of your business has been providing the service and suddenly it switches to a situation where you have to compete with other companies to keep going, it can be tough.
Below are a few free pointers on handling the situation.
1. Take it seriously.
Public sector tenders are open to challenge, you won’t be awarded the contract because they like you, they can only award it on marks, and can only mark what they see.
2. Ask questions.
There will be plenty that you are unsure about and there is always a means of asking questions. Often this will be via an online portal or email, if you don’t follow the rules you won’t be considered.
3. Check the marking criteria.
It’s easy to assume that it will be the cheapest price wins. It is not the case in the public sector, with a strong environmental agenda it is not uncommon to see 10% of your marks being on your environmental policy.
4. Respond with specific facts.
Unless you are used to tendering it is very difficult to articulate the strengths of your business in with clarity. “We really care about our customers” may be true but won’t make a good answer to any question. “In June this year 92% of our customers rated our service as ‘Excellent or outstanding’ provides evidence that can be credited.
5. Respond in plain English – never technical talk.
The people marking your response will not always be as expert in your field as you are. Procurement departments are there to manage the process, and so one day are purchasing legal services, the next may be buying fleet vehicles. No one can be an expert in all areas.
No comments:
Post a Comment